Salary : $51,132.00 - $52,666.00 AnnuallyLocation : San Marcos, TXJob Type: Full-Time RegularJob Number: 202201026Department: Sheriff's OfficeOpening Date: 07/16/2025 DescriptionThis Required Form must be UPLOADED into your application in the Attachments Section as the HCSO Required Forms when applying for a Sheriff's Office positionEssential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.SummaryUnder general direction, the Executive Assistant performs complex clerical, secretarial, and administrative support services, conducts research, manages office operations, and provides confidential, high-level assistance to the Hays County Sheriff's Office. This position provides support to the Sheriff, Chief Deputy, four Bureau Captains, and the Inspector of the Office of Professional Responsibility (OPR) and is the highest level of administrative support in the Sheriff's Office. The Sheriff's Executive Assistant must meet deadlines, have good attendance, be punctual, be reliable, have honesty, integrity, be free from moral turpitude and have a proper and supportive office attitude. Must be able to report to work on time and be ready to work the scheduled hours and is subject to recall for activities deemed by the Chief Deputy or Sheriff as emergencies as neededIndividuals in this position serve at the pleasure of the current elected official. Responsibilities
- Plans and prioritizes daily work tasks for the Sheriff, Chief and Executive Staff (four Bureau Captains and OPR Inspector)
- Maintains the official calendars for the Sheriff, Chief and Executive Staff
- Schedules and coordinates appointments, meetings, presentations, local events and all other events for the Sheriff, Chief and Executive Staff
- Conducts research, prepares materials, and gathers documentation for meeting agendas and presentations for the Sheriff, Chief and Executive Staff's use
- Acts as liaison between the Sheriff, commissioners' court, elected officials and agency heads as well as local government elected officials and department heads
- Inputs and monitors all IT and Maintenance work orders for Sheriff, Chief, and Executive Staff
- Coordinates and arranges all promotion and awards ceremonies, disciplinary hearings and social functions (ie. retirements, flag ceremonies) on behalf on the Sheriff, Chief, and Executive Staff.
- Maintains a high level of confidentiality
- Communicates all administrative changes, personnel issues, and policy concerns, to Sheriff and/or Chief Deputy
- Serves as the logistical coordinator for the annual Sheriff's Golf Tournament and Scholarship Program to include golf course contract negotiations, business sponsorship solicitations, placement of 30 teams, and tracks and reconciles expenses to determine amount scholarships available.
- Coordinates annual scholarship award process to include solicitation of applications from six high schools, reviews and confirms applications meet criteria, assists with selection process and delivers acceptance letter and scholarship certificates in participating schools.
Other Responsibilities
- Performs a variety of constituent relations
- Researches a variety of information utilizing multiple resources
- Assists the Human Resources Manager with maintaining the department wide organizational chart and ensuring annual evaluations are completed accurately and timely for 470+ employees
- Maintains the FirstNet and AT&T cell phone account budgeted at $95K for 165 lines of service for the Sheriff's Office and Corrections Bureau to include new lines of service, canceling lines of service, upgrading lines of service as necessary, and reconciling monthly invoices.
- Manages the ordering and tracking process for supplies and printing services to include special printing orders i.e. business cards, forms, envelopes
- Determines length of appointments, schedules meetings, and prioritizes other office action items
- Greets, screens, directs and assists with telephone calls and visitors
- Assures the services delivered meet quality and timeliness standards
- Researches information to provide support to Sheriff, Chief Deputy, and Executive Staff for various issues and projects which includes acting as back up to the agency's Human Resources Manager and Budget & Operations Manager
- Composes, types, edits, and prepares various final correspondence at an executive level to include letters, requisitions, memoranda, reports, forms, narratives, HR and Budget orders
- Copies and collates materials for distribution and records retention
- Establishes and maintains various computerized and paper files
- Retrieves, records, and refiles paper or computer documents
- Prepares copies of documents such as faxes, reports, letters, and memoranda
- Responds to requests and makes referrals as needed to other sources of information
- Listens to complaints or concerns of callers and visitors and assists as needed
- Records and distributes materials / documents received from visitors and ensures appropriate department personnel receive them.
- Develops and modifies procedures and formats materials for new or revised word processing applications
- Provides instruction on the completion of forms
- Determines frequency, location and schedule of event and prepares agenda of events
- Assists the Hays County Sheriff's Office's Budget & Operations Manager with preparing, maintaining, and facilitating the business process of purchasing and accounts payable functions to include a variety of reports, records invoices, and forms to track operational expenses.
- Performs other duties as assigned
Education and/or Experience Anyequivalentcombinationofexperienceortrainingmaybesubstitutedonayearforyearbasis.
- Bachelor's degree from an accredited university with major coursework in business or public administration or closely related field preferred.
- Requires three years' experience in office management, administrative support, secretarial or highly responsible office/clerical work or related work. Related experience may substitute for the Bachelor's degree.
Other Qualifications, Certificates, Licenses, Registrations
- Class C driver's license.
- Bilingual preferred (Spanish and English)
- Notary Public required.
- Ability to maintain continuing education requirements for the State of Texas.
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.Part-time employees who work less than 30 hours per week over the course of a year, receive some benefits on a pro-rated basis.To learn more details, visit our